Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)
About the Role
At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.
This is not a basic admin role.
You’ll act as:
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A gatekeeper
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A trusted operator
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A project coordinator
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A communication hub
Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes.
If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you.
What You’ll OwnCalendar & Executive Scheduling-
Manage complex executive calendars across multiple time zones
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Coordinate:
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Internal meetings
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Client calls
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Events
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Travel schedules
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Prioritize requests and resolve scheduling conflicts proactively
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Optimize executive time and daily workflows using:
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Google Calendar
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Microsoft Outlook
Executive Communication & Correspondence-
Draft, proofread, and send professional emails and memos
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Screen inboxes, calls, and requests while escalating priority items appropriately
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Act as a liaison between executives, clients, vendors, and internal teams
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Maintain clear, professional, and timely communication across stakeholders
Meeting Preparation & Follow-Up-
Prepare:
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Agendas
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Briefing notes
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Talking points
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Meeting materials
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Gather and organize background information before meetings
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Record notes and action items during meetings
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Track follow-ups and ensure deadlines and commitments are completed
Travel & Logistics Coordination-
Coordinate domestic and international travel arrangements
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Book:
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Flights
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Hotels
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Transportation
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Build detailed travel itineraries
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Handle last-minute travel or scheduling changes efficiently
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Process expense reports and reimbursements accurately
Project & Operational Support-
Track executive priorities, projects, and deliverables
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Conduct research and prepare reports, summaries, or presentations
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Follow up with departments to ensure tasks remain on track
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Support onboarding and offboarding coordination when required
Administrative Operations-
Maintain organized digital filing systems and documentation
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Manage document versions, approvals, and shared files
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Handle confidential information with professionalism and discretion
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Ensure operational workflows remain organized and efficient
What Success Looks Like-
Executive calendars run smoothly with minimal conflicts
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Meetings, travel, and logistics are coordinated flawlessly
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Communication is timely, clear, and professional
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Executives stay focused on strategic priorities instead of admin tasks
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Follow-ups and deliverables are consistently completed on time
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Stakeholders trust your organization, responsiveness, and reliability
What Makes You a Strong Fit-
Highly organized and detail-oriented
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Proactive and able to anticipate needs before issues arise
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Strong written and verbal communicator
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Comfortable working in fast-paced, high-pressure environments
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Able to manage multiple priorities without losing accuracy
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Professional, polished, and highly dependable
Requirements (Must-Have)Experience-
3+ years supporting senior executives or leadership teams
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Experience managing:
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Complex calendars
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Travel coordination
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Executive communications
Core Skills-
Proficiency with:
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Google Workspace
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Microsoft Office
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Strong written and verbal English communication
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Experience scheduling across multiple time zones
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Ability to handle confidential information professionally
Nice to Have-
Experience supporting executives in:
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Startups
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Agencies
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Professional services
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High-growth companies
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Familiarity with:
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Experience supporting multiple executives simultaneously
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Exposure to operations or project coordination responsibilities
What a Typical Day Looks Like-
Review executive calendars and prepare briefing notes
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Manage inboxes and prioritize urgent communication
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Coordinate meetings and prepare agendas/materials
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Schedule travel and handle logistics updates
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Follow up on ongoing projects and executive priorities
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Prepare reports, summaries, or documentation
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Organize tasks and prepare next-day schedules
In short: you keep executives organized, informed, and operating at maximum efficiency.
Key Metrics (KPIs)-
Calendar accuracy and reduced scheduling conflicts
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Timely follow-up on executive priorities
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Executive and stakeholder satisfaction
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Accurate travel coordination and expense reporting
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Reduced administrative burden for leadership
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Responsiveness and communication quality
Why This Role Stands Out-
High visibility and direct exposure to leadership
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Opportunity to become a true operational partner to executives
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Fast-paced environment with meaningful ownership
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Strong growth path into:
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Operations Management
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Chief of Staff support
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Project Coordination
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Executive Operations
Interview Process-
Initial Phone Screen
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Video Interview with Pavago Recruiter
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Practical Task (Scheduling or Executive Briefing Exercise)
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Client Interview with Leadership
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Offer & Background Verification
Apply Now
If you:
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Thrive in high-accountability environments
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Enjoy keeping people and operations organized
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Anticipate problems before they happen
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Take pride in precision, responsiveness, and execution
This is a strong opportunity to become the trusted right hand to senior leadership.
